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Saturday, September 26, 2015

How to Configure AME To Route Requisitions to the Requester's (Not Preparer's) Next Position In the Default Position Hierarchy

1) This is only possible via Approvals Management Engine (AME)
2) It will only use the Requester from Line 1. If there are multiple
requisition lines with different requester's, it will still only route to the
Requester on Line 1 (there is not a way to change this).
3) The Positions in the hierarchy should only belong to one Employee.
Don't assign multiple Employees to the same Position for best results.
4) Fill Employee Hierarchy must be run anytime a change is made to Employee
Position data or to Position Hierarchies (because this method pulls data from
PO_EMPLOYEE_HIERARCHIES_ALL which is synched with HR Position data when running
that report).
5) The Default Hierarchy must be specified in the Document Types page.
6) This Default Hierarchy is the Position Hierarchy that AME will use for
document routing. In this example configuration the Approval Path
(Hierarchy) cannot be changed from this Default Hierarchy.
7) There can only be one hierarchy used by both Preparer and Requester.

Required AME Setups

NOTE: This is some extra information about how AME and
iProcurement naming conventions work regarding Requester and Preparer and
associated AME Attributes. The Preparer on a Requisition is
the user that creates the requisition in the system. It is stored
at the Requisition Header Level. The Requester on a Requisition is on the
Requisition Line level. In AME, there are Header level
attributes (it is important to point out that that are not used in this Note
for the functionality we are setting up here, this is just for your information
as you may see these when you go through this Note and have questions about
them) called; ALLOW_REQUESTOR_APPROVAL, TRANSACTION_REQUESTOR_PERSON_ID,
TRANSACTION_REQUESTOR_POSITION_ID, and TRANSACTION_REQUESTOR_USER_ID.
These have REQUESTER in their attribute names, but they refer to the Preparer
of the Requisition and not the Requester on the Requisition Line(s).
In other words, these seeded attributes in the Purchase Requisition Approval
Transaction Type in AME that refer to Requester select the Preparer of the
Requisition from the Requisition Header.

3) Create two new Conditions using new attribute
"IS_REQUESTOR_DIFFERENT_FROM_PREPARER"

IS_REQUESTOR_DIFFERENT_FROM_PREPARER is False
IS_REQUESTOR_DIFFERENT_FROM_PREPARER is True

AME Rules

When creating the AME Rules, include this Condition on AME Rules
where the Approval List is needed based on the Requester on Line 1 of the
Requisition

IS_REQUESTOR_DIFFERENT_FROM_PREPARER is True

Then include this Condition on AME Rules where the Approval List
should be based on the Preparer

IS_REQUESTOR_DIFFERENT_FROM_PREPARER is False

Example Business Setup

Business Rule: If Item = DVD-B100 is on the
Requisition and Requisition Preparer is different than the requisition
requester then the requisition must be routed up one position level in the
requester's approval chain and not the preparers. If Item
= DVD-B100 is on the Requisition and the requester and
requisition preparer are the same, route up one position level in the
preparer's approval chain.

Preparer = CBAKER who has position = BUY501.Buyer 1
Requester (who will be on Requisition line 1( = TGREEN who has position =
ACC430.Senior Accountant

In Position Hierarchy named Test Position Hierarchy which is defined as the
Default Hierarchy in the Purchase Requisition Document Type (along with setting
Approval Transaction Type = PURCHASE_REQ to enable AME)

ACC430.Senior Accountant is subordinate to 1.Position (which is top Position in
Hierarchy) and
BUY501.Buyer 1is subordinate to 4.Position (lower in hierarchy)

Actions
Action Type Action
HR position level Require approval up to first position up

Tests

Test 1) As user CBAKER created requisition for
item DVD-B100 where requisition line 1 has Requester =
CBAKER. Submitted for approval and the approval list has one
approver for Position = 4.Position which is correct

Test 2) As user CBAKER created requisition for item DVD-B100 where
requisition line 1 has Requester = TGREEN. Submitted for approval
and the approval list has one approver for Position =
1.Position which is correct. This example, the
requisition was routed up one position level above TGREEN the requester and not
CBAKER.